How to Start a Summer Camp with Day Camp Software - Part 2

Last week, we kicked off this three-part series on the steps needed to start a summer camp. Click here to see the first part in case you missed it!

Finding the Perfect Location

Your camp location significantly impacts both your programming capabilities and your operating costs. Options include:

• Renting existing camp facilities: Many established camps rent their facilities during unused periods
• School campuses: Many schools rent their facilities during summer breaks
• Parks and recreation facilities: Public spaces sometimes offer affordable rental options
• Purchasing land: The most expensive option but provides complete control

When evaluating potential locations, assess:

• Accessibility for your target market
• Available activities (swimming, hiking trails, sports fields)
• Indoor facilities for inclement weather
• Safety features and natural hazards
• Proximity to emergency services

For urban day camps, consider whether you'll:

• Host all activities at a single location
• Incorporate field trips to local attractions
• Provide transportation between activity locations

Purchasing Necessary Equipment

The equipment your camp needs depends entirely on your programming, but most camps require:

Essential Equipment

• First aid supplies and emergency preparedness kits
• Communication devices (walkie-talkies, cell phones)
• Activity-specific equipment (sports gear, art supplies, etc.)
• Administrative supplies and technology
• Food service equipment (if providing meals)

Safety Equipment

• Personal protective equipment for specific activities
• Properly fitted safety gear for all ages
• Sun protection (shade structures, sunscreen stations)
• Weather monitoring equipment

INVESTMENT STRATEGY: While it's tempting to cut corners on equipment, prioritize safety-related items in your budget. Quality safety equipment protects both campers and your business from preventable incidents.

Hiring and Training Staff

Your staff will make or break the camp experience for your campers. According to the American Camp Association, many camps need to hire 100+ staff members, with staff retention being a significant challenge.

Key Staff Positions

• Camp Director: Oversees all operations and staff
• Program Director: Manages daily activities and schedules
• Health Officer: Handles medical needs and emergencies
• Counselors: Direct supervision of camper groups
• Specialists: Lead specific activities requiring expertise
• Support Staff: Kitchen, maintenance, administrative roles

Staff Qualifications

Establish minimum qualifications for each role, typically including:

• Age requirements (usually 18+ for counselors)
• Background checks (mandatory for all staff working with children)
• Certifications (First Aid, CPR, lifeguard, activity-specific)
• Experience working with children
• Education related to child development or recreation

Training Program

Develop a comprehensive staff training program covering:

• Child development and behavior management
• Emergency procedures and safety protocols
• Activity facilitation and skill instruction
• Conflict resolution and communication skills
• Camp policies and procedures

HIRING TIP: Start your hiring process early—at least 3-4 months before camp begins. The best candidates are often sought after by multiple camps, so securing commitments early is advantageous.

Need help organizing your camp activities? Amilia's program management features let you create, schedule, and track attendance for all your camp activities in one place. Schedule a consultation to see our program management tools in action!

Creating a Streamlined Registration Process

Today's parents expect seamless digital experiences, including when registering their children for summer camp. A cumbersome registration process can significantly reduce enrollment.

Key Registration System Features

• Mobile-friendly online registration forms
• Secure payment processing options
• Automated confirmation emails
• Medical information collection and storage
• Digital liability waivers and permission forms
• Registration tracking and reporting
• Waitlist management

Many camps use specialized registration software like Regpack, which offers:

• Drag-and-drop form builders
• Conditional logic to customize the registration flow
• Flexible payment plans and automated billing
• Integrated communication tools

PARENT-FRIENDLY APPROACH: Offer multiple payment options, including installment plans, to make camp more accessible to families with varying financial situations.

Part 3 coming next week!